New Graduate Guide to the Online Application Process

Transcription

1 New Graduate Guide to the Online Application Process April 2018

2 Before Getting Started This guide is intended to help recent graduates navigate the online portion of the application process and it is not intended to represent information regarding the requirements for registration. Please consult your Application Checklist for a complete list of all documentation required to be submitted with your application or refer to the resources available in the Become a Dental Hygienist section of the CDHO website at IMPORTANT NOTE: Before accessing the Application for Registration, you will be required to pay a $75 Application Fee. This fee is non-refundable and it is valid for 1 year from the date of payment. If you do not complete the registration process within the year, you will be required to pay an additional Application Fee before being able to start a new application. How to Use this Guide This guide will walk you through the process of setting up an account on the Self-Service Portal, completing the online portion of the Application for Registration, and submitting your application package to the College. Each step is accompanied by screenshots of what you can expect to see, along with tips relevant to the information required during that step. CDHO will endeavour to update this guide as often as needed. However, because we are continuously improving our application process and online services, you may notice small variations in on-screen text or images. Technical Requirements You will need a device with Internet access and a printer in order to access and complete the application process. It is possible to enter the information on a mobile device. However, we strongly recommend that you use a laptop or desktop computer with a full keyboard and a good Internet connection. Please also ensure that your operating system and Web browser are up to date. The Self-Service Portal and the online application process work best with the current version of either Internet Explorer or Google Chrome. If the online process doesn t appear to be working properly, please try moving to a different computer, using a different Web browser, or updating your device as needed. Contact Information If you have any questions or require assistance, please check our Contact Us page. April

3 Setting Up Your Account and Accessing the Application for Registration New Graduate Guide to the Online Application Process Before you can access the Application for Registration, you will need to sign up to take the online Jurisprudence Exam and set up your online account for the College s Self-Service Portal. 1 Go to the CDHO website at and navigate to the Jurisprudence Course, which can be found under the Become a Dental Hygienist heading. April

4 2 On the next page, click the Start the Education Module Now button (you can access the Study Guide from within your account later). This will bring you to the page below. Press Click Here >> to begin, which is toward the bottom of the page. April

5 3 Enter and confirm your address. Be advised that CDHO Bylaw No. 5 requires all registrants to have a current address to which only the registrant has access (Article 14.3 (b)). This means you should not use a school or work address, or one that you share with anyone else, including family. If you do not have a suitable address, consider setting one up now so that you don t have to change it when you become registered. April

6 4 Complete the Personal Details section thoroughly, including your personal details, home address, and education information. At the bottom of the page, you will be asked to set up your account password and select three security questions before proceeding to the payment page. You are required to provide the College with all names you currently use and have ever used. You will have the opportunity to enter any former names when you complete the Application for Registration. At this time, enter your current first, middle, and last names. April

7 You can use the Address Search Lookup to find your address as registered with Canada Post. Begin typing the unit/apartment number first, followed by the street number and then the street name. If no results are found, manually enter your address in the boxes below. April

8 Use the drop-down box at the top to find your school. You can type the first letter of the school name while the drop-down menu is open to help navigate to it more quickly. Only use the Other University/College section if your school is not listed all Canadian and US schools are in the list, along with most international schools. Your NDHCB number can only be found on the wall certificate that is mailed to you after successfully completing the NDHCB exam, as we require the certificate number, rather than the exam ID number. If you do not yet have the certificate, please leave the NDHCB information section blank. You will have an opportunity to enter this information later on the Application for Registration. April

9 A valid password must start with a letter, it must contain at least one number, and it must be between 8 and 15 characters long. Store this password somewhere safe in case you forget it later. You will be asked one of your security questions every time you login to the Self-Service Portal. The answers must be typed exactly as you entered them the first time (including any spaces or capital letters). April

10 5 Upon completing your account set up, you will be required to pay the $75 application fee, which is non-refundable and is valid for one year from the date of payment. After you complete the payment, you will be able to log in to your account in order to access the Application for Registration, as well as the required online Jurisprudence Module, Study Guide, and Jurisprudence Exam. As an applicant, your Login ID is your address and your Password is the one you just set up. After your registration is approved, your Login ID will become your CDHO registration number. If you ever forget your password, use the Forgotten Password button to request a temporary password, which will be ed to you at the address we have on file. CDHO staff do not have access to your password. April

11 6 To begin the Application for Registration, click the Apply for Registration link available under the Registration heading in your menu. You will need your NDHCB certificate number and your professional liability insurance policy information for the Application for Registration. Do not begin the application process until you have received both the NDHCB certificate, which is mailed to you after you successfully complete the NDHCB exam, and your insurance policy. April

12 Completing the Application for Registration 1 The first page in the application asks if you are currently registered as a dental hygienist anywhere else in Canada. If you just graduated from your dental hygiene program, the answer here is likely no, so do not tick the box unless you are sure it applies to you. You may also have the option to choose to register for the following year, rather than for the current year, by changing the Certificate Registration Year. This option is only available mid-november through December each year. See the tips below for more information about both of these options. If you are currently registered as a practising dental hygienist in another Canadian jurisdiction that is party to the Canadian Free Trade Agreement (CFTA), then you can tick the first box in order to be directed to complete the CFTA application. Do not check this box unless you are sure that it applies to you. If you submit the wrong application to the College, you will be asked to begin a new application and this will delay your registration time. If you are completing the application in November or December of the current year, you can change the Certificate Registration Year to register for the following year. We allow for this option later in the year because our registration period runs from January 1 st through December 31 st each year and registering in November or December means that you would be required to pay the registration fee now to register for only one or two months, and then you would be required to renew and pay the renewal fee by January 1 st. However, only use this option if you will not be practising dental hygiene in Ontario until after the new year begins. If you intend to practise before the end of the current year, you must be registered first. April

13 2 Your personal details will be populated with the information you entered during your account set up. You will have the opportunity to correct some information, such as your date of birth, and to enter some new information, such as your Known as Name (a nick name or variation of your name that you commonly go by) and any former name(s) that you no longer use. To enter former names, click the Yes radio button and a table will open up below. You are obligated to report on your application all names you currently use or have ever used, including your name at birth and any changes you may have made to your name. These names must also all appear on the required police record check, which you will submit with your application. Failure to report any of your names, or if any of your names does not appear on your police record check, will delay your application. The name we will publish on the Public Register will be your legal last name, as listed on the piece of identification you submit to the College with your application, and the name you enter in the Known as Name field. If you do not enter any changes in the Known as Name field, we will publish your legal first name, as it appears on your identification. After you are registered, you must practise using the name that appears on the Public Register. April

14 3 Ensure that the address information you entered while setting up your account is accurate and current. If you need to make any changes at this time, you can click the Edit link to open the address for editing. You can also choose your preferred language for correspondence and add any additional languages that you can competently provide dental hygiene services in. If you already have a practice address, add that now. If you do not enter a practice address, CDHO will include your home address on the Public Register after you are registered, because we are required by law to provide the public of Ontario with your contact information. As a reminder, once you are a registrant of this College, you are required to update all contact information within 14 days of any change. April

15 4 Select your preferred method of communication to receive correspondence from the College as well as for Milestones Magazine. CDHO will always endeavour to send correspondence to you by your preferred method. However, there are times where this preference cannot be accommodated for example, the monthly E-Brief can only be sent by and some items such as the QA Audit results can only be sent by mail. For this reason, CDHO expects that you will monitor both the address and the mailing address you provide to the College. As a registrant, it will be your responsibility to ensure that you are receiving and reading all communications from the College. Keep all of your contact information up-to-date at all times and remember to add info@cdho.org to your list of safe senders! April

16 5 Read the Previous Practice questions very carefully before answering. If the answer to either the first or third question is Yes, a table will open up for you to add your registration information for the applicable jurisdiction(s). You will also be required to send Form B to the regulator for each jurisdiction listed; they will complete the form and send it back directly to CDHO. We must have the completed Form B before we can approve your application. The second question is checking whether you have practised dental hygiene within the last three years. If you graduated less than three years ago and you have never registered anywhere else as a dental hygienist, then this question does not apply to you and you can select N/A. If you graduated more than 3 years ago and you have not practised dental hygiene within the last 3 years, you will be required to complete an approved refresher course before you can apply for registration. If this applies to you, please contact the College for more information about refresher courses. April

17 6 New Graduate Guide to the Online Application Process The education details you entered during your account set up will appear in the Education table. If you have any additional formal education of any kind, click the Add Additional Education button and enter the information in the space provided. Additional education may include, but is not limited to: a degree in dentistry or another health-related profession completed either inside or outside of Canada, whether or not you practised in that profession; diploma/program in dental assisting, even if you never worked as a dental assistant or did so in a jurisdiction where it is not a regulated profession; other degree/ diploma/certificate unrelated to healthcare. 7 If you entered your NDHCE information during your account set up, it will be populated here. If not, you can enter it now. Remember that the Certificate Number is only found on the wall certificate that is mailed to you after successfully completing the exam. If you have another number that was given to you before that, it is not the Certificate Number. April

18 8 Enter your professional liability insurance information as it appears on your policy/certificate. If you obtained your insurance through membership in either the Canadian Dental Hygienists Association or the Ontario Dental Hygienists Association, please ensure that you are entering your insurance information here rather than your membership information. The name of the insurance company is not the name of the association. If you are unsure of the correct information to enter here, please contact the association or insurance company directly for assistance. April

19 9 Your Employment Eligibility Status refers to the means through which you have authorization to work within Canada. You must either be a Canadian citizen, a Permanent Resident, or have a valid Work Permit in order to register. If you are not a Canadian citizen or Permanent Resident, please contact the Ministry of Citizenship and Immigration directly for more information about your eligibility to work within Canada. CDHO cannot offer advice or information regarding work authorization matters. April

20 10 Review each of the Declaration questions carefully before answering. You must declare if you have previously applied for registration with CDHO, even if that application was never completed (question #1). You must declare whether you were ever denied registration in any profession, in any jurisdiction anywhere in the world, whatever the reason for the denial of registration (question #2). You must declare whether you have previously been unsuccessful at the National Dental Hygiene Certification Exam or the CDHO s Clinical Competency Exam, or any other similar exam (question #3). If you are unsure whether an incident, charge, proceeding, or finding must be declared, please contact the College before answering. Failing to declare something that should have been declared here will be viewed as providing false information on your application (questions 4 through 8). On the printed version of this application form, you will be required to sign an additional declaration statement indicating that all of the information provided by you during the application process is complete and correct to the best of your knowledge and belief. Making a false or misleading statement on your application could result in the rejection of the application, or, if it is discovered after you have become registered, it could result in discipline measures up to and including revocation of your certificate of registration. April

21 11 The payment page will show you how much you will owe for registration and you will be given the option to choose to pay Online after your application has been approved, or pay Offline by submitting suitable payment with your application. The College can accept online payments by Visa or MasterCard, including Visa Debit and MasterCard Debit. We do not accept American Express, PayPal, or e-transfers. If you wish to pay offline, you can submit a Certified Cheque or Money Order with your application. We do not accept personal cheques or cash. April

22 12 When you have finished the online process, you will be presented with a list of documents to print. Some of these will need to be signed before submitting to the College along with the remaining supporting documentation. If you do not wish to print at this time, you can find this list again later by clicking the View Download Form link available in your menu under the Registration heading. Form A This is the main application form and it must be notarized/authenticated. It needs to be signed by yourself in front of the Notary Public, Lawyer, or Commissioner of Oaths who will witness your signature. If you are hand delivering your application package to the CDHO office, Form A does not need to be notarized, but you should wait to sign it until you are in front of the CDHO staff member who will authenticate your documents. Form B This form is only required if you were registered either as a dental hygienist in a jurisdiction outside of Ontario or in another regulated profession. If you did not indicate that this applies to you during the application process, then you will not see Form B in your list of documents. If it does apply to you and you have not already done so, submit Form B to the regulatory authority now. CDHO cannot process your application until Form B is received from all jurisdictions in which you have been registered in a regulated profession. Form C If you are a recent graduate from a dental hygiene program in Ontario, your school probably had you fill this form out prior to graduation so that they could submit it to CDHO right away. If you are not sure whether your school has submitted Form C, please contact them directly, or submit it to them now. CDHO cannot process your application until Form C is received. Form D This is a consent to release your information and must be signed by you. It does not need to be notarized or witnessed. Application Checklist Follow the checklist to ensure that you submit all required supporting documentation with your application. You must also read and sign the checklist, indicating that you have read and understand everything that is required of you as an applicant and as a registrant of this College. April

23 Submitting Your Application to the College If you have any corrections to make after completing the online application process, you can make changes by hand directly on the printed forms. Be sure to initial next to any changes you have made. It takes 10 business days to process an application. This is calculated starting on the first full business day after your application is received in our office and it does not include weekends or holidays. Any missing or incomplete information will result in a delay of this timeline. You will be contacted by or by phone letting you know if there are any issues to be resolved in order to complete your application and how they can be addressed. If you fail to meet one of the requirements for registration or you are unable to provide suitable documentation as evidence that you meet a requirement, your application may be submitted to the Registration Committee for consideration. The Registration Committee meets when and as needed, but a review by the Committee may delay your registration by several weeks or longer. After your application has been approved, your registration is not considered complete until payment has been processed. If you submitted a Certified Cheque or Money Order with your application, this is normally processed on the 10 th business day after your application is received. If you will be paying online with Visa or MasterCard, you will receive an when your fee is ready to be paid in the Self-Service Portal. Once you have received a confirmation with your registration ID number, your name and information will appear on the Public Register and you are permitted to practise dental hygiene in Ontario. A wall certificate and lapel pin will then be mailed out to you, usually within two weeks of registering. For more information on the application process and registration requirements, please review the resources available on the CDHO website under the Become a Dental Hygienist heading as well as the Registration FAQs. Completed applications can be mailed or hand delivered to our office during business hours. For our address, telephone numbers, and business hours, please visit the Contact Us page on our website. April